1.1 Overview

The Tasks module provides an easy means of notifying office staff of daily tasks, announcements, appointments or other important information.

1.2 The Tasks Window

tasks window
The Tasks window shows a list of Daily Tasks (reminders that have been entered for the current calendar date). Tasks are listed in the order in which they were entered. Messages are color-coded based on the type and current status of the message.

To display the Tasks window:

When you first launch Crystal PM, the Tasks window displays by default. To return to the Tasks window from another module, click the Tasks button in the Main Toolbar.

From the Tasks window, you can choose to:

  • Enter a new task message
  • Schedule a recurring task
  • View the full text for an existing task message
  • Edit an existing task message
  • Sign-off on an existing task message

1.2.1 Types of Tasks

The Tasks feature supports four types of task messages. Assigning a type to a task message lets you differentiate between “normal” tasks, important messages and messages that require acknowledgement by a staff member. The four types of task messages are:

 

  • Announcement – This task type should be used for all general announcement to staff. Announcement tasks are shown in “plain” type in the Daily Tasks list.
  • Important – This task type should be used for any announcement that requires extra attention. Important tasks are shown in “bold” type in the Daily Tasks list.
  • Sign-Off – This task type should be used to track which staff member completes a task or assignment on a given day. Sign-Off tasks are shown in “plain red” type in the Daily Tasks list, with the word “None” shown in the Sign Off column.
  • Keep Active Until Signed Off – This task type is similar to the Sign-Off task, except it continues to display on subsequent days until a staff member “signs off” on the message. Keep Active Until Signed Off tasks are shown in “bold blue” type in the Daily Tasks list.

Task messages are displayed only on the day for which they were set, with the exception of Keep Active Until Signed Off tasks. These tasks display on the day for which they were set and on all subsequent days, until a staff member “signs off” on the message.

When a Sign-Off or Keep Active Until Signed Off message is acknowledged by a staff member (see Section 4.4.3, Signing Off On Tasks on page 4-4 for details), the message display changes to “green strike through” type.

1.3 Entering Tasks

Tasks must be entered for the specific date on which you wish them to display. The number of days for which a task is displayed depends on the task type. Messages are entered using the data fields below the Daily Tasks list on the Tasks window.

To enter a new task message:

1Select the desired task type from the Type menu; either Announcement, Important, Sign-Off or Keep Active Until Signed Off

¨ The default task Type is Announcement.

1 Select the date on which you wish the task to be displayed from the Date menu.

¨ The default Date is the current calendar date.

2 Enter the desired task message in the Text box.

3 Click the Assign to Employee and/or Assign to Patient link to connect this message to a particular employee or patient, respectively.

4 Click the Create Task button to save the task message.

¨ The Tasks window refreshes to display the added task message.

1.3.1 Entering Recurring Tasks

recurring tasks
If desired, you can create a recurring task. Recurring tasks are displayed on multiple days according to the schedule you define.

To schedule a recurring message:

1 Create a new task, following the steps above, but clicking the Create Recurring Task instead of the Create Task button.

¨ The Create Recurring Task dialog displays.

2 Select the Pattern radio button for the basic time increment by which you wish to schedule the recurring message; either Daily, Weekly, Monthly or Yearly, then specify the frequency for the message, as appropriate.

Each Pattern has a unique set of data fields that allow you flexibility in scheduling the frequency by which the recurring message is displayed.

 

3 Select the period of time during which you wish the message to be repeated using the Length data fields.

  • Select the first date on which you wish the recurring message to display from the Start Recurrence menu. The default Start Recurrence date is the current calendar date.
  • To repeat the recurring message a specified number of times, select the Create a Total of [__] radio button, then select the number of messages you wish to create from the associated menu.
  • To repeat the recurring message for a specified time period, select the Repeat Until End Date [__] radio button, then select the last date on which you wish the recurring message to display from the associated menu. The default Repeat Until End Date is the current calendar date.

4 Click the Create Recurring Task button.

  • The Create Recurring Task dialog closes, and the Reminders window refreshes to display the added reminder message, as appropriate.

1.4 Viewing and Editing Tasks

1.4.1 Viewing Tasks

view reminder
In the case of long task messages, the full text of the message is not shown in the Daily Tasks field of the Tasks window. You must open the View Reminder dialog for these messages to view the full text of the task.

To view a task:

From the Tasks window, double-click the task message you wish to view.

¨ The View Reminder Dialog displays.

¨ The full text of the task message is shown in the text box at the top of the dialog.

Click the button to close the View Reminder Dialog.

If you wish, you can append text to a task message (see Section 4.4.2, Editing Tasks on page 4-4 for details).

 

When you display the View Reminder dialog for a Sign-Off or Keep Active Until Signed Off task, the View Reminder dialog includes a Sign-Off menu (see Section 4.4.3, Signing Off On Tasks on page 4-4 for more information).

1.4.2 Editing Tasks

If you wish, you can append text to a task message. This feature is especially useful when working with “sign-off” tasks, when it may be desirable to include details related to accomplishment of the task for which the task was set. Task messages are edited from the View Reminder dialog.

To edit a task:

5 Display the View Reminder dialog for the task for which you wish to sign off (see Section 4.4.1, Viewing Tasks on page 4-3 for details).

6 Enter the text you wish to append to the task message in the Text to Append text box.

You may wish to include your name or initials at the beginning of the additional text, so other users will know who appended the task.

7 Click the Update Reminder button.

8 The View Reminder dialog closes, and the Task window refreshes to display the appended text.

1.4.3 Signing Off On Tasks

When you view a Sign-Off or Keep Active until Signed Off task, the View Reminder dialog includes a Sign-Off menu. The menu contains a list of all employees defined for your system. You must select your name from the Sign-Off menu, and update the task to complete the sign-off process.

The list of employees shown in the Sign-Off menu is maintained by your System Administrator.

To sign-off on a task:

9 Display the View Reminder dialog for the task for which you wish to sign off (see Section 4.4.1, Viewing Tasks on page 4-3 for details).

10 If desired, append additional text to the task message (see Section 4.4.2, Editing Tasks on page 4-3 for details).

11 Select your name from the Sign-Off menu.

12 Click the Update Reminder button to complete the sign-off process.

  • The View Reminder dialog closes, and the Task window refreshes with the message shown in green “strike-through” type and your name entered in the Sign Off column.

1.5 Moving and Deleting Tasks

Tasks can be moved to a new day or deleted from the system by Administrative staff only. See Section 9.3.20, Tasks on page 9-23 for more information.